How to Choose a Conference Venue: A Complete Guide to Successful Venue Selection and Booking Procedures

It's no exaggeration to say that the success of a conference depends on "venue selection." However, when you actually start looking for a venue, you'll likely face many questions and anxieties, such as "What criteria should I use to choose?", "What kinds of facilities are available?", and "I don't know how to proceed with the arrangements."

This article provides a comprehensive explanation for those in charge of planning and arranging venues for conferences, covering everything from the basic principles of venue selection to specific selection steps and important checkpoints to avoid mistakes.

If you read this to the end, you should see a clear path to finding the perfect venue for your conference and maximizing participant satisfaction. Please use this as the first step towards creating the best conference possible.

What is a conference?

First, let's clarify the definition of a "conference."

A conference is a formal meeting for sharing information, exchanging opinions, and discussing a specific topic. Its purpose and scale vary widely, from academic presentations to corporate strategy announcements, new product launches, and large-scale meetings exploring industry trends. Unlike ordinary meetings, conferences are characterized by their high level of specialization and large number of participants.

These conferences are also an important component of "MICE," which is a larger framework for business events.

What is a conference? A clear explanation of its meaning, purpose, and how it works.

What is MICE?

MICE is an acronym formed by combining the first letters of the following four business events:

• Meeting: Corporate training sessions, meetings, etc.
• Incentive Travel: Corporate incentive and training trips.
• Conference / Convention: International conferences, academic conferences, etc.
• Exhibition (or Event): Exhibition, trade fair, event

MICE events, which bring together many people and generate significant economic benefits and business opportunities in a region, are actively promoted by national and local governments. Planning a conference is a socially and economically meaningful activity that plays a part in this MICE trend.

What is MICE? A complete explanation of its meaning, specific examples, and venues.

Why selecting a conference venue is important

The venue is more than just a "place." It's a strategic element that greatly influences the success of a conference, and its importance can be summarized in the following three points:

Participant comfort is key to satisfaction.

The ease of access to the venue, the comfort of the facilities, and the quality of the equipment all play a role in whether participants can concentrate on the event. Minor stresses such as being far from the station, having overly strong air conditioning, or having poor Wi-Fi connectivity can detract from the overall impression of the conference.

The "functionality" of the venue will determine the success of the event.

Conferences have various objectives, including information sharing, networking, and the creation of new businesses. A venue with an atmosphere and layout suited to these objectives, along with state-of-the-art sound and video equipment, enhances the effectiveness of speakers' presentations, encourages active interaction among participants, and maximizes the event's results.

The venue becomes a message that speaks to the organizer's "brand."

The atmosphere and formality of a venue are a direct reflection of the brand image of the organizing company or organization. A prestigious hotel conveys reliability, while a well-designed hall conveys innovation; the image a venue projects has a tremendous impact on the message it sends to attendees.

Thus, venue selection is an extremely important decision for participants, organizers, and the brand alike.

7 Steps to Choosing the Right Conference Venue – Don't Make Mistakes!

So, what specific steps should you take to choose a venue? Here are seven steps to systematically and efficiently find the perfect venue.

[Step 1] Clarify the purpose and overview of the conference.
[Step 2] Decide on the format of the event (in-person, online, or hybrid).
[Step 3] Determine the number of participants and budget in detail.
[Step 4] Select an area and location.
[Step 5] Identify the necessary equipment and services.
[Step 6] List potential venues and compare them.
[Step 7] Visit the site and make a final decision.

[Step 1] Clarify the purpose and overview of the conference.

This is the most important step, forming the foundation for everything. Let's articulate the following points in detail. Once these are clear, the required venue size, atmosphere, and facilities will naturally become apparent.

Purpose of holding the event

What do you want to achieve? What is your goal?

Examples: Increasing awareness of new products, establishing leadership in the industry, improving employee engagement, etc.

Target audience

Who do you want to participate?

Examples: Existing customers, potential customers, industry professionals, students, etc.

Main Content

What kind of program is planned?

Examples: Lectures, panel discussions, breakout sessions, workshops, social gatherings, etc.

[Step 2] Decide on the format of the event (in-person, online, or hybrid).

Following the COVID-19 pandemic, the options for event formats have diversified to include in-person, online, and hybrid formats. The required equipment and venue conditions vary greatly depending on the format chosen. Especially for hybrid events, having a high-quality streaming environment and on-site specialist staff are crucial selection criteria.

The different event formats are summarized below.

■ In-person event

A traditional format where all participants gather together. It easily fosters a sense of unity and enthusiasm.

■ Online event

Participation is possible regardless of location. Costs are easy to keep down.

■ Hybrid event

A format that combines in-person and online elements. While it maximizes participation opportunities, it makes the streaming equipment and operation more complex.

[Step 3] Determine the number of participants and budget in detail.

Next, we will finalize specific figures such as the number of participants and the budget.

First, you need to consider the number of participants. Estimate the maximum number of attendees and determine the venue's capacity accordingly. Due to fire safety regulations and other factors, the venue's capacity must be strictly adhered to. It's generally advisable to choose a venue with a slightly larger capacity than necessary.

Next, we'll determine the budget. This involves calculating the total cost, including not only the venue fee, but also incidental equipment costs, personnel costs, food and beverage costs, and streaming equipment costs. Since the venue fee will make up the majority of the budget, it's crucial to set a realistic amount at this stage.

[Step 4] Select an area and location.

To ensure convenience for participants, we will narrow down the event area. We will select venue candidates that meet the following three criteria: "accessibility from major stations," "distance from the nearest station," and "surrounding environment."

Access from major stations

If there are many participants coming from far away, locations near Shinkansen (bullet train) stations or terminal stations with good access from airports are strong candidates.

Distance from the nearest station

Ideally, the property should be within walking distance of the station (around 5-10 minutes). If it's far away, consider arranging a shuttle bus.

Surrounding environment

Factors that affect participant satisfaction include the availability of accommodations and restaurants, as well as places to visit before and after the conference.

[Step 5] Identify the necessary equipment and services.

Based on the outline clarified in Steps 1-3, list the essential equipment and services. The following are general items for your reference.

Basic equipment	Projector, screen, microphone, podium, whiteboard, etc.
Sound and lighting equipment	Important when you want to focus on background music and presentation.
Communication environment	High-speed, stable Wi-Fi is essential. It's especially crucial for hybrid events.
Waiting room/cloakroom	Are there waiting rooms for speakers and cloakrooms to store participants' belongings?
Food and beverage/Catering	Is it possible to arrange a social gathering or coffee break?
Support System	Are there specialist staff on-site who can handle equipment problems?

[Step 6] List potential venues and compare them.

Now it's time to find a venue. Based on internet searches, specialized venue listing sites, and past performance, we'll create a list of several potential venues. Creating a comparison table of the listed venues using the following criteria will make it easier to make an objective decision.

• Venue name
• Capacity
• Venue rental fee
• Ancillary equipment usage fee
• Cancellation Policy
• access
• Availability
• Special notes (e.g., whether or not it is hybrid compatible)

[Step 7] Visit the site and make a final decision.

Once you've narrowed down your choices to two or three locations, it's a good idea to visit them in person and see things for yourself. You can gain a lot of important information that you wouldn't find on websites or in brochures alone.

The first thing I want to check is the sense of scale and atmosphere of the space. I want to get a feel for whether it's a comfortable place for participants to spend the day, checking things like whether the ceiling is lower than it appears in photos and doesn't feel cramped, whether the overall cleanliness of the venue is maintained, and whether it matches the brand image.

Next, it is extremely important to check the "flow of movement" from the participants' perspective. Is it easy to move from the reception area to the main hall, to the restrooms used during breaks, and to the separate rooms where breakout sessions are held? Can participants get there without getting lost? By actually walking around the venue, you can find clues to prevent confusion and stress for participants on the day of the event.

Furthermore, be sure to check the condition and ease of use of equipment such as projectors and sound systems. And most importantly, the responsiveness and ability to make suggestions of the venue staff who will be guiding you will be a major factor in determining whether they are a trustworthy partner in leading your conference to success.

In this way, carefully consider the realistic information you've gathered from your site visit and the quotes you've already received to make a final decision you won't regret.

Five key points to keep in mind

In addition to the steps above, we will explain five points that you should pay particular attention to. By keeping these points in mind, you will be able to choose a higher-quality venue.

The "atmosphere of the venue" embodies the brand.

Make sure the venue's interior design and formality align with your company's brand image and the conference's theme. For example, a conference on cutting-edge technology would be best suited to a venue with a stylish and modern design.

"Layout flexibility" to accommodate diverse programs

In addition to the main hall, smaller breakout sessions and meeting spaces are often required. Check whether a single large room can be partitioned, or whether multiple rooms of various sizes are available, to ensure a flexible layout that suits your program.

"Quality and variety of meals" to enhance participant satisfaction

The meals served at lunch and social gatherings significantly impact participant satisfaction. It's crucial to cater to diverse needs, such as allergy accommodations and vegetarian options, and the quality and presentation of the food are also important. If possible, we recommend a tasting.

Technical support system to ensure peace of mind on the day of the event.

Trouble with sound, lighting, and video equipment on the day of the event is something we absolutely want to avoid. A venue with dedicated technical staff on-site to provide consistent support from setup to the actual event and dismantling is extremely reassuring. Especially for hybrid events, having staff with expertise in streaming is an absolute necessity.

Review the "Contract Details and Cancellation Policy" to avoid risks.

Before signing a contract, be sure to check the cancellation policy. Knowing exactly when and what percentage of cancellation fees will apply is essential for preparing for unforeseen circumstances. Also, thoroughly check the fee structure, the circumstances under which additional charges may apply, and resolve any unclear points.

A practical guide to arranging and booking a conference venue.

We will now outline the specific steps involved in arranging and booking the venue, in chronological order, alongside the venue selection process.

Inquiries and availability checks (6 months to 1 year in advance)

Once you find a venue that interests you, first inquire by phone or through the form on their website to check the availability of your desired dates. Providing an overview of your conference (purpose, expected number of attendees, preferred format, etc.) at this time will help the subsequent discussions proceed more smoothly.

Request for provisional booking and quote

If there is availability, check if you can make a provisional booking. The provisional booking period varies depending on the venue, but it is generally around 1 to 2 weeks. During this time, request a detailed quote.

Site inspection

As mentioned earlier, a site visit is always conducted during the provisional booking period. This is an excellent opportunity to speak directly with a sales representative and resolve any detailed questions you may have.

Conclusion of this Agreement

Once you are satisfied with the site visit and estimate, we will formally conclude the contract. In most cases, the contract is finalized upon completion of the application form, signing and stamping it, and payment of the application fee.

Detailed meeting with the operations manager (1-3 months prior)

After signing the contract, you will work with the venue's operations staff (coordinator, etc.) to finalize details such as the day's schedule, layout, equipment, and catering. Multiple meetings may be necessary.

Conference Day

The conference will be held based on the content of the final meeting. On the day of the conference, we will work closely with the venue staff to ensure smooth operation.

[Kyushu/Miyazaki] For a resort-style MICE experience, we recommend "PHOENIX SEAGAIA RESORT".

If you are looking for a venue in the Kyushu area that meets the above requirements at a high level and can offer participants a special experience, we recommend "PHOENIX SEAGAIA RESORT".

SEAGAIA is more than just a conference facility; it's an integrated resort that caters to all MICE needs, from international conferences and corporate meetings to incentive travel.

Here are three reasons why we recommend SEAGAIA.

Overwhelming capacity and diverse venues

We have over 30 venues of various sizes, including the "SEAGAIA CONVENTION CENTER," which can accommodate up to 5,000 people.

We can flexibly accommodate conferences of all sizes and purposes, from large-scale international conferences to executive meetings, breakout sessions, and exhibitions. We have state-of-the-art sound, lighting, and video equipment, as well as a robust streaming environment for hybrid events.

The convenience and sense of escape that only an all-in-one resort can offer.

All facilities, including conference venues, accommodations (such as PHOENIX SEAGAIA OCEAN TOWER), a variety of restaurants, hot springs, a golf course, and a spa, are located within the resort.

Participants can refresh themselves before, during, and after meetings without the stress of travel. The extraordinary atmosphere provided by the magnificent location overlooking the Pacific Ocean stimulates participants' creativity and fosters a special sense of unity.

One-stop support from an experienced team of specialists.

Our experienced MICE team provides one-stop support, from venue selection and planning to on-site operation. We cater to all of the organizer's needs, from developing menus to proposing unique activity programs, providing strong support for the success of your conference.

High-quality catering that makes use of the abundant ingredients from Miyazaki, a treasure trove of food, is another factor that will dramatically increase participant satisfaction.

"Resort MICE" events, held in a special environment away from the hustle and bustle of everyday life, offer a unique and memorable experience for participants.

From corporate team building to international conferences, our dedicated staff will propose the optimal plan tailored to your needs. Please feel free to contact us even in the early stages of planning.